Importing Employee Direct Deposit Data

You can import changes to employee direct deposit data to reduce the amount of manual work required.

Note the following:

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This import template is available to service providers, worksite managers, and worksite trusted advisors.

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Access to this template (Full, Inquiry, or Deny) mirrors the access the user has to the Deposit tab on the Employee Details form.

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This process imports direct deposit records when bringing on new employees. If you use this process for employees that already have direct deposit records, the current direct deposit record will be replaced with the contents of this file.

To upload and import employee direct deposit information, do the following:

1.

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu.

2.

From the Import Template drop-down menu, select Employee Direct Deposit.

When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.)

The layout requirements are:

Field	Description
Column Number	The corresponding column number for the imported data.
Category Description	• Company ID (required): Unique identifier for the client. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client and belongs to a pay group included in the payroll batch (can be a terminated employee). If needed, you may enter more than one line for an individual employee. Note: Only the last four digits of the SSN display when you review the information on the File Content tab. • Deposit Status (required): Indicates the following: • For active (A) deposit status, the system generates an ACH entry for the voucher. • For inactive (I) deposit status, the system produces a paycheck during payroll processing for the net amount of the pay voucher. • Pay Types to Deposit (required): Indicates the deposit pay types that the system directly deposits, which include the following: • All (RVS): All voucher types • Regular (R): Only regular checks • Vacation (V): Only vacation checks • Supplemental (S): Only supplemental checks • Reg & Vac (RV): Regular and vacation checks • Reg & Sup (RS): Regular and supplemental checks • Sup & Vac (SV): Supplemental and vacation checks • Suppress Account Number Print: Prevents the system from printing the employee’s bank account number on the direct deposit advice. The allowed values are Y or N. • Type (required): The bank account type for the deposit transaction, which includes the following: • C: Checking • S: Savings • HE: Employee checking • HES: Employee savings • HC: Client checking • HSC: Client savings Note the following: • An employee or client cannot have more than one type of HSA deposit. (They can deposit to a checking or savings account, but not to both accounts.) • A type that begins with an "H" always designates an HSA deposit. • Transit Number (required): The nine-digit ABA Transit Number of the receiving bank or other financial institution. • Account Number (required): The account number associated with the transit number where the money is deposited. (This number is alphanumeric with a maximum of 0-9 characters.) • Pay Type (required): The deposit pay types for the data on the specific row. (You can select different pay types for different accounts.) The pay types include the following: • All (RVS): All voucher types • Regular (R): Only regular checks • Vacation (V): Only vacation checks • Supplemental (S): Only supplemental checks • Reg & Vac (RV): Regular and vacation checks • Reg & Sup (RS): Regular and supplemental checks • Sup & Vac (SV): Supplemental and vacation checks • Method (required): The method used to determine the deposit amount. The allowed values are F, P, or B. (Note: For service providers, additional values are FS and PN.) • Amount (required): The direct deposit amount that is either a percentage or fixed amount, depending on the calculation method defined for the deduction code. (Note: This field is required if the Method chosen is F, P, FS, or PN.) • Limit: The maximum deposit amount. • Status (required): The status of the direct deposit account. The allowed values are P, D, or I.(Note: Worksite managers and worksite trusted advisors are only allowed to import a status of P (processing errors display if they import a status of D or I).)
Required?	Indicates if the field is required.